Project Scope

Information Technology Project
Management
By Jack T. Marchewka
Northern Illinois University
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use of the information contained herein.
Defining and Managing Project
Scope
Chapter 5
2
Project Planning Framework
MOV
Scope
Sequence
Phases
Schedule
Tasks
Resources
Time
Estimates
Budget
3
Scope Management Processes

Scope is the work boundaries and deliverables of the
project



The boundary and deliverables that the project team will
provide to the project sponsor
The scope boundary acts as a fence to ensure that what
needs to get done, gets done – and only what needs to get
done, gets done
 What is part of the project and what is NOT
Performing work that does not help the project achieve its
MOV needlessly consumes valuable time and resources
4
Scope Management Plan

The processes and techniques for defining and
managing scope make up the scope management plan



The procedures for defining and managing the scope must
be communicated and understood by all of the stakeholders
to minimize the likelihood of misunderstandings
The scope must align and support the project’s MOV
The next slide summarizes the components and processes
of a scope management plan
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Scope Management Plan
Collect Requirements
Centers on defining and documenting the stakeholders’
needs to properly manage expectations
Define Scope
A detailed description of project and the product. It should
define what work will and will not be included in the
project.
Create Work Breakdown
Structure (WBS)
The decomposition or dividing of the major project
deliverables into smaller and more manageable components.
Verify Scope
Confirmation and formal acceptance that project’s scope is
accurate, complete, and supports the project’s goal.
Control Scope
Ensuring that controls are in place to manage proposed
scope changes one the project’s scope is accepted. These
procedures must be communicated and understood by all
project stakeholders.
Copyright 2012 John Wiley & Sons, Inc.
5-6
Scope Management Plan
Scope
Planning
Documents how
the team will
define and
develop the
project’s scope
and WBS, as well
as processes for
verifying and
controlling the
project and
product
deliverables.
Scope
Management
Plan
Scope
Definition
Create
WBS
Scope
Verification
Builds upon the
preliminary
project scope
statement to
define all the
project and
product
deliverables,
including the
processes and
criteria for
acceptance.
A project
planning tool
that that
decomposes or
subdivides and
organizes the
project’s scope
into a
deliverableorientated
hierarchy.
A formalized
acceptance from
the appropriate
stakeholders
that the defined
project scope is
complete
Detailed
Project
Scope
Work
Breakdown
Structure
Scope
Verification
Checklist
Scope
Control
A defined
process for
managing
changes to
project and
product scope
and the impact
of those changes
to the project’s
schedule and
budget.
Scope
Change
Control
Process
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Scope Planning




Initiating process to begin defining and documenting the project work
(i.e., deliverables) needed to achieve the project’s MOV
 Extra work that will not help the project achieve it’s MOV will only
needlessly increase the project’s schedule and budget
This process begins at a high level and will become more detailed as the
project progresses and more information becomes available
Attempts to answer the question: What is and what is not to be
delivered by this project?
 Need to know what work is to be done in order to estimate time
and cost
 Makes the project sponsor’s needs and expectations explicit
Tools:
 Scope Boundary
 Scope Statement
8
Scope Boundary
Work within the Scope Boundary
Must Support the
Project’s MOV
Work Outside of the Project Scope
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Statement of Work



Narrative description of the product, service, or
information system.
For internal projects, this is tied to the business need
For external projects, this would include specifications,
quantities, quality standards, and performance
requirements for prospective bidders.
Copyright 2012 John Wiley & Sons, Inc.
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Scope Statement
To define the scope boundary, create a more detailed
scope statement to document the project sponsor’s needs
and expectations
Scope statement from an outside consultant who has been
hired to develop an e-commerce application for a bank





Develop a proactive electronic commerce strategy that
identifies the processes, products and services to be delivered
through the World Wide Web.
Develop an application system that supports all of the
processes, products, and services identified in the electronic
commerce strategy.
The application system must integrate with the bank’s existing
enterprise resource planning system.
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Out of Scope
Technology and organizational assessment of the
current environment


Bank’s IT dept will conduct assessment not consultants
Customer resource management and data mining
components


Will delay implementation of the project which is vital
to the company’s competitive strategy
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Project Scope Definition



The scope boundary and scope statement provide a
useful first step
The project’s scope must now be defined in more
detail in terms of specific deliverables that provide a
basis for developing the project’s work breakdown
structure (WBS)
Tools:




Deliverable Definition Table
Deliverable Structure Chart
Context Level Data Flow Diagram
Use Case Diagram
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Scope

Project-Oriented Deliverables
 Support the project management and IT development
processes defined in the Information Technology
Project Methodology (ITPM)
 Tools

Deliverable Definition Table (DDT)
 All
the projects deliverables must have a clear and concise
definition

Deliverable Structure Chart (DSC)
 Once
the deliverables have been defined, the DSC serves as an
interim step to define detailed work packages that will be used
to estimate the project schedule and budget
 This will, in turn , be used to create the work breakdown structure
(WBS)
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Deliverable Definition Table (DDT)
15
Deliverable
Structure
Chart
Initialize & Conceptualize
Business Case
Analysis
Strategic EC Plan
Systems Proposal
Electronic
Commerce
Banking Project
Project Charter & Plan
Project Charter & Project Plan
Design
Logical Design
Technical Design
Execute & Control
Construction
EC Application System
Close Project
Final Project Report
Formal Acceptance
Testing
Test Plan
Test Results
Evaluate Project Success
Project Evaluations
Lessons Learned
Implementation
Documentation
Training Program
Conversion Plan
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Scope

Product-Oriented Deliverables
 What exactly is going to be delivered to the client? What
does the system do?
 Identifying the specific features and functionality of the
application system to be delivered to the client are critical
to time and budget estimation
 Tools

Context Dataflow Diagram (DFD)
High-level representation of the system that has one process(circle)
and depicts all the inflows and outflows of data and information
between the system and external entities (squares).
 Lower level DFDs will model the processes and flows in greater detail


Use Case Diagram (UCD)
Identifies main functions and features of the system and the different
users and external systems that interact with it
 Further refined and detailed during requirements analysis

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Account Balance Info
Account Balance Request
Product/Service Request
Customer
n
cou
sto
me
r
Product
u
tN
Cu
Ac
In
fo
&
Service
Info
Fund Transfer Request
Fund Transfer Confirmation
er
mb
0
E-Commerce
Banking
System
t
sa c
n
a
Tr
ERP
System
o
Inf
n
io
Account Info
Transaction Confirmation
Promotion Info
Usage
Reports
Context Data
Flow Diagram
Senior
Management
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Scope

Use Case Diagram (UCD)
 Identifies
main functions and features of the system and the
different users and external systems that interact with it

May be developed iteratively during joint application development
(JAD) sessions
 Further
refined and detailed during requirements analysis
Actors – people (users, customers, managers, etc.) or external
systems that interact or use the system
 Use Case – depicts the major functions the system must perform
for an actor or actors

 The
use case diagram shows a customer actor using the system
to transfer payments.

In the requirements analysis, a set of scenarios would be developed
to depict what happens when a transfer is successful, another when
there are insufficient funds, etc.
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Use Case
Diagram
20
Project Scope Verification

Provides a mechanism for ensuring that the project
deliverables are completed according to the DDT.

MOV


Deliverables



Will the work be completed to meet specific standards?
Milestones



Are the deliverables tangible and verifiable?
Do they support the project’s MOV?
Quality Standards


Has the project’s MOV been clearly defined and agreed upon? If not,
scope changes may result later in the project.
Significant events that mark the acceptance of a deliverable
Tell that a deliverable was not only completed but reviewed and
accepted
Review and Acceptance

Formal signoff by project stakeholders, plan sponsor and project team.
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Scope Change Control


Concerned with managing changes to the project’s scope
and to ensure that these changes are beneficial when they
occur
Mitigates:




Scope Grope – project team’s inability to define the project
scope. Use MOV as guidelines and follow scope processes and
tools
Scope Creep – increasing featurism
Scope Leap – fundamental change in the project scope. New
MOV may require killing of existing project and start of new one.
Tools/Procedures:


Scope Change Request Form
Scope Change Request Log
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Scope Change Request Form
Requestor Name: _______________
Request Title: __________________
Request Description:
Request Date: __________
Request Number: _______
Justification:
Possible Alternatives:
Impacts
Alternative 1
Alternative 2
Alternative 3
Scope
Schedule
Resources Required
Cost
Recommendation:
Authorized By:
Date:
23
Scope Change Request Log
Request
Number
Request
Title
Date of
Request
Requested
By
Priority
(L, M, H)
Authority
to
Approve
Request
Expected
Response
Date
Scope
Change
Approved?
(Y/N)
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Benefits of Scope Control

Keeps the project manager in control of the project.


Authorized changes to the project’s scope are reflected in
changes to the project’s schedule and budget.
Allows the project team to stay focused and on track

They do not have to perform unnecessary work.
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